AI agent for event planners
Event Run-of-Show Dependency Agent
Every late change to the run-of-show is absorbed without new conflicts.
What it does
At events, one late session change can break many dependencies: the speaker's interpreter, the room's AV crew, catering timing. When a change is requested, this agent identifies all resources and timings that depend on that session. It proposes a repair in a working copy of the run-of-show, choosing the option that moves the fewest resources. It runs a constraint check. If the repair creates a new conflict, it reverts and evaluates another option. Once the plan is clean, it creates internal reassignment tasks and a change brief for owners. The production manager approves any vendor instructions or attendee announcements. Edge case: no option works without an extra purchase, so the agent presents the cost instead of committing it.
How it works
Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.
Read the steps as a list
- Session change requested
- Identify dependent resources and timing
- Propose a repair in the working plan
- Run the constraint checker
- Is the plan conflict-free?If not: revert and evaluate another option. Back to step 3.
- Create internal reassignment tasks
- Production manager approves vendor and attendee changesThe agent waits here for your OK.
- Reconciled event change plan
How it decides
It chooses a repair that satisfies timing and resources and reverts any proposal that creates a new conflict.
- Choose the repair that moves the fewest resources.
- Revert any proposal that creates a new conflict.
- Extra purchases are presented with costs, never committed.
- Attendee announcements need the production manager's approval.
Make it yours
Every agent is a starting point. You choose these settings for your own situation.
- Resource types to track (rooms, AV, interpreters, catering)
- Lock time after which changes need director approval (default 2 hours)
- Who receives reassignment tasks
- Who approves vendor and attendee changes
- Change brief format
What keeps you in control
It always asks you first
- Vendor instructions
- Attendee announcements
- Extra purchases
Hard limits
- Working plan only.
It stops when
- Done: conflict-free.
- Needs a human: no feasible repair.
Set it up
We guide you through the set-up, step by step
Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.
- One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
- The agent then walks you through connecting your own data, one source at a time
- A downloadable copy with the flow chart, the rules and the full guide
